Executive Assistant - College of Dental Medicine

Job Type:Staff

Job Description:

The Executive Assistant to the Dean will perform a wide range of secretarial and administrative support functions for the Dean and Senior College Leadership, including managing the Dean’s office operations.

Essential Duties and Responsibilities:

  • Manage office of the Dean and other CDM Senior Leadership, including supervision of clerical employees or student assistants:
    • Manage the operation of the Dean’s office on a day-to-day basis including requisitions for expenditures/supplies;
    • Coordinate and track deadlines for external and internal reporting. Facilitate report creation and submission by working with a number of internal and external CDM sources;
    • Develop and maintain data base to track clinical faculty appointments. Assist with onboarding and orientation for new faculty. Complete appropriate reports tracking this information both externally and internally;
    • Maintain CDM web page, updating and modifying material;
    • Organize and maintain appropriate office filing and record keeping systems, including computer applications.
  • Draft correspondence to a wide range of individuals and organizations for the Dean’s signature.
  • Perform a full range of secretarial tasks for the Dean and Associate Deans:
    • Type, proof and edit correspondence, reports, presentations and other materials as requested;
    • Answer phone and greet visitors, screening calls, answering questions, taking messages, referring to other personnel/offices as appropriate.
    • Photocopy, collate and distribute a variety of written materials;
    • Open, screen and distribute mail, flagging important documents and deadlines
  • Schedule appointments, coordinate travel arrangements and reconcile travel expenses
  • Serve as a liaison between Office of the Dean and direct reports, CDM administration, university central services, KCU Senior Leadership, and the greater CDM Community
  • Facilitate meetings and group visits with and for the Dean
  • Provide a wide range of staff support to a variety of Trustee and general University committees: arrange meetings, luncheons, dinners, and other events; prepare meeting agendas; take, prepare and distribute minutes; compile information for members; follow up on Committee actions as appropriate; coordinate selection of members of standing committees; maintain committee files, mailing lists, and other records; serve as search committee staff liaison with applicants, including preparation of all correspondence with applicants
  • Coordinate a variety of special events sponsored by the Dean’s office including White Coat Ceremony, Hooding Ceremony, and various lectures: prepare budgets for events, inventory supplies, prepare invitation lists, coordinate printing, and serve as liaison with food service, caterers, outside facilities, and various involved University departments
  • Coordinate/carry out various special projects, such as doing background research, updating the organizational chart for the CDM, updating various policy manuals and handbooks and archive searches
  • Keep abreast of current University policies and procedures governing a broad scope of functions and programs to support a wide range of inquiries
  • Confer regularly with the Dean and University administrators, staff, faculty and students to plan and coordinate events/activities, exchange information, investigate and resolve problems, and the like. Informally represent the Dean to various internal constituencies, referring unusual problems or issues directly to the Dean as appropriate
  • Work closely with and act in a leadership role with other Executive Assistants on both campuses
  • Deal regularly with Trustees, alumni, students, parents, higher education associations, community organizations, and others outside the University in carrying out assigned functions
  • Perform other duties as required


Qualifications:

Bachelor’s degree preferred with coursework in Business Administration and five years of progressive responsibility in an administrative setting, preferably senior executive level. Experience in an academic environment providing advanced administrative support is highly desirable or any equivalent combination of experience, education and training which provides the required knowledge, skills and abilities.

  • Thorough understanding of sounds business management principles, policies and techniques, including good organizational and record keeping skills
  • Ability to work under considerable pressure, to adjust to constant changes and handle multiple tasks
  • Excellent written and oral communication skills
  • Proficient with Microsoft Word, Power Point and Excel
  • Experience with database and other computer applications helpful
  • Judgment, tact and resourcefulness
  • Ability to maintain a high level of confidentiality
  • Knowledge of safe working procedures and security measures related to work performed
  • Good organizational and administrative skills. Previous experience in office management and organizing and coordinating events
  • Strong interpersonal skills and ability to communicate effectively
  • Good general understanding of higher education organizational and governance structures
  • Strong correspondence writing skills
  • Ability to represent the Dean, and deal effectively with a broad range of individuals and groups within and outside of the University


Equal Opportunity Employer

KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law.

Annual Security Report

KCU is committed to providing a safe campus for students, faculty, and staff. Our annual campus security report lists campus crimes and statistics for the campus and public areas around campus for the last three years, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.

Thank you for your interest in a career at KCU!